Administrative and File Management

* Arrange meetings, book conference rooms, refreshments, check rooms prior to meeting etc. and liaise with other attendees, both internal and external

* Undertake large and small copying requests

* Bind and finish copied work as appropriate

* Scan work onto the system

* Receive and process file management requests

* Create new files on the system

* Return or add documents to existing client files

* Work with the practice management system to log and record documents

* Handle and administer closed files as requested

* Undertake all file management and file housekeeping procedures to ensure filing is constantly up to date

* Undertake all file closing procedures

* Process archive retrieval requests

* Maintain all filing and work areas in a tidy and orderly manner

* Any ad hoc duties as requested

Communication

* Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner

Document production

* Producing and amending correspondence, documents, reports, deeds, attachments etc. from a variety of sources, in house style and in line with the firm's specific systems/procedures

* Producing and amending PowerPoint presentations, organisational charts, mail merges, Excel spreadsheets and graphs

* Effectively using systems to prioritise and complete incoming work

* Proof reading and checking documents to ensure they are correct, in line with house style

* Keeping service users updated on the progress of their work

* Ensuring documents are produced within the required timescales

* Supporting and helping other team members by sharing system knowledge and ensuring own and others' skills are developed

Financial

* Assist with the billing and credit control process

Customer Service

* Deal with any Lawyer and Legal PA enquiries in a prompt and efficient manner

* Communicate and liaise with Lawyers and Legal PA's on file management issues

* Consistently and appropriately update service users on progress where appropriate

Personal attributes and skills

* Accurate typing speed of at least 60 wpm

* Good knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm to be able to utilise their time as efficiently as possible

* Well presented with excellent communication skills

* Highly literate and numerate with strong customer service skills

* Excellent communication, organisational and team skills, unflappable

* Excellent telephone manner and competent knowledge of telephone system

* Capable of taking initiative and developing solutions to any issues encountered, liaising with

colleagues as necessary

* Flexible and enthusiastic self-starter

* Able to work alone as well as within a team

* Attention to detail, ability to retain high concentration levels for extended periods of time

* Ambitious to progress career and deliver quality work output at any time